Agenda and minutes

Venue: New Council Chamber, Town Hall

Contact: Sue Efford 

Note: https://youtu.be/ep-N_agUVdA 

Items
No. Item

COU1

Chairman's Welcome

Minutes:

The Chairman welcomed everyone to the face-to-face meeting and noted that those councillors attending via Teams would not be in attendance formally or able to vote.

COU2

Election of the Chairman of the Council for the Municipal Year 2022/23

Minutes:

Motion:  Moved by Councillor Petty, seconded by Councillor Gibbons and

 

Resolved:  that Councillor Karin Haverson be elected Chairman of the Council for the 2022/23 Municipal Year.

 

Councillor Haverson in the Chair

 

Councillor Haverson thanked members for electing her as Chairperson. She thanked all councillors for their cooperation and work across all parties since 2019 and looked forward to working towards fulfilling the promise to residents to deal with the climate emergency and asked that members considered the overall common good even when fighting their own corners. She wished the Council to set an example of cooperation, communication and compromise.

 

On behalf of the Council, Councillor Haverson expressed her thanks and appreciation to Councillor Westwood as outgoing Chairman for his service to the Council.

COU3

Appointment of the Vice-Chairman of the Council for the Municipal Year 2022/23

Minutes:

Motion: Moved by Councillor Bell, seconded by Councillor Hogg and

 

Resolved: that Councillor Wendy Griggs be appointed Vice-Chairman of the Council for the 2022/23 Municipal Year.

 

The Chairperson congratulated Councillor Griggs on her appointment and asked her to address the meeting.

 

Councillor Griggs addressed the council and thanked the members for her election as Vice-Chairman.

COU4

Public Participation: Miranda Pickersgill, local resident - impact of the Banwell Bypass on the neighbouring villages of Winscombe, Sandford and Churchill

The Council will hear any person who wishes to address it in accordance with the Standing Orders. The Chairman will select the order of the matters to be heard.

 

Each person will be limited to a period of five minutes for public participation and deputations and three minutes for petitions.  This section of the meeting must not exceed 30 minutes and discussion must not refer to a current planning application.  

 

The Council will also receive questions from the public and provide answers thereto, subject to the Chairman being satisfied that the questions are relevant to the business of the meeting.  

 

Requests must be submitted in writing to the Assistant Director Legal & Governance and Monitoring Officer, or to the officer mentioned at the top of this agenda letter, by noon on the day before the meeting and the request must detail the subject matter of the address.

Minutes:

Miranda Pickersgill addressed the council on the impact of the Banwell Bypass on the villages of Winscombe, Sandford and Churchill and asked members to consider the impact of the road and related new housing on those villages.  She asked that proposed mitigation measures be re-considered as they did not address the concerns of local residents particularly in light of the Climate Emergency and encouraging sustainable travel.

 

The Chairperson thanked Miranda Pickersgill for her address.  The matter would be referred to the relevant officers and Executive Member.

COU5

Public Participation: David Johnson, local resident - costs to the natural environment, finance and our future climate of the Banwell bypass scheme

Minutes:

David Johnson addressed the council on the costs to the natural environment, finance and the future climate of the Banwell Bypass.  He noted the concerns of residents of Churchill and Langford around the possibility of additional costs and sources of funding, cuts to traffic mitigation measures for the villages and the impact of the proposed Southern Link Road whether developed or not.

 

The Chairperson thanked David Johnson for his address.  The matter would be referred to the relevant officers and Executive Member.

COU6

Public Participation: Amanda Barrett, local resident - on issues concerning the proposed development on Woodspring Golf Course, Long Ashton

Minutes:

Amanda Barrett addressed the council on issues concerning the proposed development on Woodspring Golf Course at Long Ashton.  She noted the ongoing Climate Emergency and the importance of maintaining healthy eco-systems to mitigate some of the effect of climate change and highlighted that biodiversity loss and climate change should be tackled concurrently.  She added her belief in the importance of access to open green spaces for all.

 

The Chairperson thanked Amanda Barrett for her address.  The matter would be referred to the relevant officers and Executive Member.

COU7

Public Participation: Colin Barker, local resident - on Code of Conduct of North Somerset Council Officers, Ward Councillors & Parish Councillors

Minutes:

Colin Barker addressed the council on the matter of Code of Conduct of North Somerset Council officers, ward councillors and parish councillors.

 

During the address, the solicitor advised members that public participation could not be used to target individuals and stated that most of the speech to that point had been used to do so.  He suggested that Mr Barker used his time to direct comments at the process rather than individuals.

 

Mr Barker requested that an independent body investigate the complaints made to the council about the conduct of officers and members and report back to him.

 

The solicitor advised members that a number of standards complaints filed by Mr Barker had already been investigated by himself as Monitoring Officer and the Deputy Monitoring Officer and responses given.  He further confirmed that Mr Barker had been advised of the routes for appeal including the Local Government Ombudsman and a Judicial Review.

COU8

Petitions to be presented by Members (Standing Order No. 16)

These have to be received by the Assistant Director Legal & Governance and Monitoring Officer by 12.00 noon on the day of the meeting. 

Minutes:

None received.

COU9

Declaration of Disclosable Pecuniary Interest (Standing Order 37)

A Member must declare any disclosable pecuniary interest where it relates to any matter being considered at the meeting. A declaration of a disclosable pecuniary interest should indicate the interest and the agenda item to which it relates. A Member is not permitted to participate in this agenda item by law and should immediately leave the meeting before the start of any debate.

 

If the Member leaves the meeting in respect of a declaration, he or she should ensure that the Chairman is aware of this before he or she leaves to enable their exit from the meeting to be recorded in the minutes in accordance with Standing Order 37.

Minutes:

None declared.

COU10

Minutes pdf icon PDF 255 KB

12 April 2022, to approve as a correct record (attached)

Minutes:

Resolved: that the minutes of the meeting of 12 April 2022 be approved as a correct record.

COU11

Motions by Members (Standing Order No. 14) pdf icon PDF 335 KB

(1)      Member Code of Conduct:  Councillor Charles (attached)

Minutes:

In introducing his motion, Councillor Charles made reference to rules and new ways of working that would create mutual respect amongst councillors and the Government’s response to the 2019 report of the Committee for Standards in Public Life which suggested that councils could make changes to their own Codes of Conduct to strengthen them.  He added that he wished to see training to identify bullying and intimidation that would enable appropriate action to be taken.

 

Motion: Moved by Councillor Charles and seconded by Councillor Cartman

 

“This council notes

 

1. That Government has very recently published its response to the Committee for Standards in Public Life 2019 report into strengthening the local government standards regime after a three year wait. The response falls short of making changes to the standards regime but suggests that councils can adopt changes themselves to strengthen conduct issues.

 

2. Amongst possible changes proposed are steps to improve matters such as bullying and harassment of and by councillors and the adoption of an updated model code of conduct issued by the Local Government Association.

 

3. That many councillors elected in 2019 have valuable experience of the pressures in the role and can assist North Somerset Council in how it can support councillors in the future.

 

This council resolves

 

1. To ask the Monitoring Officer and Deputy Monitoring Officer to review the new LGA code with a view to recommending its early adoption by Council and providing supporting training on the new code and standards matters for current councillors and its inclusion in future induction briefings for members following elections.

 

2. To create a group of councillors from across the council (no more than 6) to work with the Monitoring Officer and the Deputy Monitoring Officer to provide input into the adoption of the code and its related training and support with an overall objective of providing a productive and safe working environment for Cllrs in the future”

 

Seven members signalled their support for a debate on the Motion. 

 

In discussing the motion, members expressed their support for the proposals.  Reference was made to the wider effects of bullying and intimidation; the need for respect for alternative views; respect for the position of Chairperson including standing up when addressing members in the chamber and clarity of process for new councillors when faced with issues of bullying and intimidation.  It was suggested that training for new councillors would support them when first elected.

 

Following further discussion, it was 

 

Resolved: that the Motion as set out in full above be approved and adopted.

COU12

Chairman's announcements

Minutes:

Cllr Haverson expressed her wish to be known as Chairperson.  She added that for purposes of practicality she wished members to speak clearly into the microphone when addressing the chamber but had no preference whether that was sitting or standing as long as the member could be heard.  The Chairperson announced that she would be re-instating social gatherings after each full council meeting to support councillors getting to know one another.

COU13

Leader's announcements

Minutes:

The leader expressed his thanks to colleagues, officers, contractors and the residents of North Somerset over the previous three years.  He announced that he was standing down as leader for the coming municipal year.

 

The Chairperson expressed sincere thanks on behalf of all members for the work of the Leader since 2019 and was joined in this by other members.

COU14

Chief Executive's announcements

Minutes:

None.

COU15

Political Balance and Leaders and Deputy Leaders of the Political Groups for the Municipal Year 2022/23

The Assistant Director, Legal & Governance and Monitoring Officer will report orally.

Minutes:

The Assistant Director Legal & Governance reported on the current political balance as follows -

 

Independent 15: Conservative 13: Liberal Democrat 10: Labour 6: Green 4:

No Political Group 2

 

Additionally, he reported that the Group Leader for the Independent Group was now Cllr Steve Bridger,

COU16

The Council's Constitution 2022

There is a reference from the Audit Committee on the Constitution (see item 24 below)

Minutes:

The Assistant Director Legal & Governance advised that the item would be dealt with under item 24 as a reference from the Audit Committee.

COU17

Constitutional appointments etc.

The Leader to appoint up to eight Members of the Council to form the Executive, including their portfolios.

 

The Council to approve arrangements for the Policy/Overview and Scrutiny Panels, the Committees and the Scheme of Delegation in accordance with the Constitution.

Minutes:

The Assistant Director Legal & Governance advised that with the resignation by Councillor Davies as Leader, a new Leader would need to be appointed.

 

Motion:  Moved by Councillor Bell, seconded by Councillor Gibbons and

 

Resolved:  that Councillor Bridger be elected Leader of the Council for the Municipal Year 2022-23.

 

The Leader announced there would be eight members of the Executive, including himself, but no Assistant Executive Members. He announced the members of the Executive, along with their indicative portfolios, as follows:

 

Name of Councillor

Portfolio

Steve Bridger

Leader of the Council

Mike Bell

Deputy Leader of the Council and Executive Member for Adult Services, Health and Housing

Ashley Cartman

Executive Member for Corporate Services

Bridget Petty

Executive Member for Climate Emergency and Engagement

Mark Canniford

Executive Member for Placemaking and Economy

Catherine Gibbons

Executive Member for Children Young People, Life Long Learning and Skills

Mike Solomon

Executive Member for Neighbourhoods and Community Service

Steve Hogg

Executive Member for Transport and Highways

The Leader expressed his thanks to the outgoing Assistant Executive Members and welcomed Cllr Hogg to the Executive.

 

The Assistant Director Legal & Governance advised that with the ongoing ill health of Councillor Crosby, members were also asked to vote on the appointment of Councillor Snaden as Chairman to the Adult Services and Housing Scrutiny and Policy Panel.

 

Motion:  Moved by Councillor Tonkin, seconded by Councillor Bridger and

 

Resolved:  that Councillor Snaden be elected Chairman of the Adult Services and Housing Scrutiny and Policy Panel

COU18

Municipal Calendar 2022/23 pdf icon PDF 87 KB

Report of the Assistant Director, Legal & Governance and Monitoring Officer (attached)

Additional documents:

Minutes:

Motion:  Moved by Councillor Petty, seconded by Councillor Bridger and

 

Resolved:

 

(1)  that the draft Municipal Calendar for 2022-23 as attached to the report be approved and

 

(2)  that the Leader of the Council be authorised to approve any amendments not dealt with elsewhere as necessary.

COU19

Appointments to Outside Bodies 2022/23 (Council) pdf icon PDF 188 KB

Report of the Assistant Director, Legal & Governance and Monitoring Officer (attached)

Minutes:

The Assistant Director Legal & Governance presented the report.  He advised that the Council was no longer required to nominate a representative to Alliance Homes Board following a change to its Constitution and that there was an error in the number on the Joint Safety Consultative Committee which should show 11 members not 8 and included 3 vacancies.

 

The Assistant Director Legal & Governance reported on external appointments to the council’s own panels;  Peter Smith and Stefan Ramel for Members’ Allowances Review Panel and Peter Bray and Sharon Colk, Independent Members of Audit Committee.

COU20

Forward Plan dated 3 May 2022 pdf icon PDF 160 KB

(To follow)

Minutes:

The Leader presented the forward plan.

 

Resolved: that the Forward Plan be noted

COU21

Policy and Scrutiny Panel Report

None.

Minutes:

None.

COU22

Corporate Parenting Report

None.

Minutes:

The Assistant Director Legal & Governance advised that whilst there was no formal report, Councillor Gibbons and the Director of Children’s Services wished to introduce the new Youth Director to the council.

 

Beth Swann, the new Youth Director, addressed members and explained her role.  She informed members that she had been appointed to seek the opinions of young people and add in her own experiences.  She outlined some areas of her role including involvement in focus groups such as the North Somerset Youth Parliament; setting up the Children in Care and Care Leavers’ Award Day; running interview panels for care leavers which helped support inclusion in hiring practices; reviewing Practice Standards and the Practice Framework and involvement in the Corporate Parenting Panel.  Her role was to actively understand what was meaningful to young people and helping them support their own communities.

 

Beth was warmly welcomed by members.

COU23

Question Time (Standing Order No.18) pdf icon PDF 217 KB

Questions must relate to issues relevant to the work of the Executive.  Question Time will normally last for 20 minutes. 

 

Members are requested to supply the Democratic Services Officer with a note of each question at, or just after, the meeting.  A summary note of each question will be included in an appendix to the minutes.

Minutes:

Oral questions were directed to members concerned and the summary notes and topics involved are contained in Appendix 1.

COU24

Reports and matters referred from the Executive - dated 27 April 2022

None.

Minutes:

None.

COU25

Reports and matters referred from the Policy/Overview and Scrutiny Panels other than those dealt with elsewhere on this agenda

None.

Minutes:

None.

COU26

Reports and matters referred from the other Committees other than those dealt with elsewhere on this agenda pdf icon PDF 71 KB

Audit Committee 28 April 2022

 

AUD29  Constitution Review 2022 (draft minute extract and report attached)

Additional documents:

Minutes:

Audit Committee 28 April 2022

AUD29 Constitution Review 2022

 

Councillor Cato presented the report and informed members that it was a result of joint working between himself as Chairman of the Audit Committee, the Chairman of Partnerships, Corporate Organisation and Overview Management Policy & Scrutiny Panel (PCOM) and the Monitoring Officer.  He added that the changes via a marked-up copy had been circulated to all members for comment in March and comments received had been incorporated into the final version submitted to the Audit Committee for consideration in April.  He advised members that further changes over the following months would be made to the council’s Financial Regulations and Contract Standing Orders.

 

In discussing the report members noted a desire to make the council more democratic and accountable to members, citizens and communities via the Constitution and that democratic debate between all members needed to be encouraged.  Members highlighted the need for work to involve community groups particularly from Black and Minority Ethic groups in discussing how the council’s Constitution could be made to work for them and promote inclusion and diversity.  Members further debated the merits of using gender neutral text in the Constitution.

 

An amendment to the motion to remove the time limits under 18.4 Question Time was agreed by Councillor Cato.

 

Motion:  Moved by Councillor Cato, seconded by Councillor Charles and

 

Resolved: that the changes recommended by the Audit Committee as amended to include the removal of the time limit under Standing Order 18.4, Question Time be adopted by Council and that the Monitoring Officer be asked to update the Constitution and in consultation with the Chairpersons of Audit Committee and Partnerships, Corporate Organisation and Overview Management Policy & Scrutiny Panel, make the further changes required to address the points raised by officers and Councillor Petty.

COU27

Reports on joint arrangements and external organisations and questions relating thereto: Avon Fire Authority (Agenda item (25 (1)) pdf icon PDF 72 KB

(1)      Avon Fire Authority

          Report from Councillor Tucker (attached)

 

(2)      Avon and Somerset Police and Crime Panel

          None.

 

(3)      West of England Combined Authority Joint Scrutiny Committee

          None.

Minutes:

Councillor Tucker presented his report and offered to find out the answers to any questions member may have.

 

Resolved: that the report be noted

COU28

Reports on joint arrangements and external organisations and questions relating thereto: West of England Combined Authority (WECA) Joint Scrutiny Committee (Agenda item 25 (3))

Minutes:

There was no report but Councillor James whilst not present at the meeting had made it known that the minutes of the last meeting of the Scrutiny Committee were available on the WECA website.

COU29

Dispensation Regarding Absence from Meetings under S85 of the Local Government Act 1972 pdf icon PDF 36 KB

Report of the Assistant Director, Legal & Governance and Monitoring Officer (attached)

Minutes:

The Assistant Director Legal & Governance presented his report.  He noted that a dispensation was required to be given by the Council for Councillor Crosby due to ill health as the six-month rule meant that a councillor could automatically be removed from office if there had been no attendance in that time.  The recommendation was to grant a dispensation until November when the matter could be considered again.

 

Members noted their good wishes to Councillor Crosby for a speedy and full recovery.

 

Motion: Moved by Councillor Bridger, seconded by Councillor Tonkin and

 

Resolved: that the Council waived the requirements of Section 85(1) of the Local Government Act 1972 in respect of Cllr Crosby due to his current health issues and agreed that he receive a dispensation from the requirements of section 85 until 15 November 2022

COU30

Commissioning and Procurement Plan for New Energy Contract pdf icon PDF 244 KB

Report of Councillor Cartman (attached)

Minutes:

Councillor Cartman presented his reported and noted that whilst he feared it would be difficult to find an affordable green contract, he was pleased to announce that a net zero green energy contract had been obtained for a premium of 3%.  He added that although the council was procuring from a large supplier this time, it did not preclude purchasing from local sources in the future. 

 

He informed members that because of pricing and volatility in the energy market, the report proposed giving delegated authority to the S151 Officer in consultation with himself and other officers to achieve the best spot price possible through the council’s energy consultants.  He added that a contract for 12-24 months was the best approach currently.

 

In discussing the report, members were reassured by Councillor Cartman that as much as possible a robust approach to Russian gas supplies would form part of the contract.  Members further noted that an “Invest to Save” approach to installing solar panels on the roofs of council buildings would support the drive to lower costs.

 

Motion: Moved by Councillor Cartman, seconded by Councillor Canniford and

 

Resolved: that the Council approved the Commissioning and Procurement Plan and that authority for the re-procurement of the energy supply contracts from 1st October 2022 be delegated from the Executive to the Section 151 Officer, in consultation with:

 

1.     Principal M&E Engineer (advised by Energy Management Consultants)

2.     Climate Emergency Project Manager and

3.     Executive Member for Corporate Services

COU31

Accommodation Strategy Update (INCLUDES EXEMPT APPENDIX) pdf icon PDF 204 KB

Report of Councillor Cartman (attached)

Additional documents:

Minutes:

Councillor Bridger presented the report which required the Council to decide whether to formally transition out of Castlewood and remove it from the council’s office requirement.  The Town Hall would be retained as the primary office and consideration of other buildings would be given to facilitate face to face meetings.

 

Councillor Bridger informed members that further work would be required over the coming months if the decision was taken to vacate the site as to how it should be repurposed, redeveloped or sold.  In presenting the report, he highlighted the decrease in staffing number from 2009-10 and that the pandemic had accelerated the transition permanently to a more flexible and agile form of working which did not require the same amount of office space.  He noted that the council required a smaller primary office space based on the need of the council to deliver services to residents.  He added that the building was costing the council £1m to run after rental income was considered and was in the worse category of public building in the country for energy use.  Further reductions in occupancy and revenue were expected.  Additionally, there was a maintenance backlog.

 

Councillor Bridger concluded by suggesting that the new Customer Service Strategy agreed by the Executive in April would deliver a service to residents that was more accessible than Castlewood had ever been and that there was an opportunity to deliver something in its place that both Clevedon and North Somerset needed.

 

In debating the report, members highlighted concerns over the loss of Castlewood and the role it had played in North Somerset and Clevedon.  Mention was made of the impact of staff working from home on the delivery of services to residents and the instability of the council’s website and online services which were expected to take over from face-to-face delivery of services.  Concerns were highlighted over a “jobs anywhere” culture and the need to put a replacement face to face capability in place before Castlewood was exited.  Consultation with residents of Clevedon and the north of the district and the Town Council were requested as was innovation in the use of community hubs.

 

In response to some of the points made, it was highlighted that all members and Clevedon Town Council had been made aware of the possible decision to vacate Castlewood and that the latter had been actively consulted and was working with North Somerset Council to produce a community hub in Clevedon town centre.

 

The Director of Corporate Services explained that working from home was an option where the role made this possible and that the designation of work styles was based around the needs of the business and the council’s customers not the personal preference of the staff member.  Consultation on work styles had been undertaken with the Accommodation Strategy PCOM Panel at whose bi-monthly meetings all members were welcome to attend.  She undertook to issue further communication to all members on the Accommodation Strategy and programme.

 

In summing up, Councillor Bridger noted  ...  view the full minutes text for item COU31

COU32

Urgent business permitted by the Local Government Act 1972 (if any)

For a matter to be considered as an urgent item, the following question must be addressed:  “What harm to the public interest would flow from leaving it until the next meeting?” If harm can be demonstrated, then it is open to the Chairman to rule that it be considered as urgent. Otherwise the matter cannot be considered urgent within the statutory provisions.

Minutes:

None.